Management Analyst (Administrative Assistant, FSN 105) job at United States US Embassy

About the Organization

The mission of the United States Embassy is to advance the interests of the United States, and to serve and protect U.S. citizens in Uganda.

Job Description

The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador William W. Popp currently heads the U.S Mission to Uganda. The Mission is composed of several offices and organizations all working under the auspices of the Embassy and at the direction of the Ambassador.
Among the offices operating under the U.S Mission to Uganda are:
United States Agency for International Development (USAID)
Centers for Disease Control (CDC)
Peace Corps
Job Summary: The EFM – Management Analyst (Administrative Assistant) will coordinate special projects to include VIP visits, including POTUS and CODELs. The position coordinates the preparation of Annual Management Reports that include Financial Filers, COLA and Post differential, consumables and education reports. The position will manage the Collaborative Management initiative (CMI), and will be responsible for monitoring, coordinating, evaluating and reporting metrics. The position is supervised by the Management Counselor.

Duties and Responsibilities

Analytical Support

Data Analysis: Collecting, analyzing, and interpreting data related to embassy operations, including financial data, resource utilization, and workflow efficiency.
Performance Metrics: Developing and maintaining performance metrics to assess the effectiveness of administrative processes and identifying areas for improvement.
Reporting: Preparing detailed reports, presentations, and briefings for embassy management, highlighting findings and recommendations based on data analysis.

Administrative and Operational Support

Office Management: Overseeing the daily operations of the Management Section, ensuring administrative processes run smoothly and efficiently.
Document Management: Managing the creation, storage, and retrieval of official documents and records, ensuring compliance with embassy policies and procedures.
Logistics Coordination: Coordinating logistical support for embassy events, meetings, and travel arrangements, including scheduling, transportation, and accommodations.

Budget and Financial Management

Budget Preparation: Assisting in the preparation and monitoring of the embassy’s budget, including tracking expenditures and forecasting future financial needs.
Financial Analysis: Conducting financial analysis to identify cost-saving opportunities and optimize resource allocation.
Procurement Support: Assisting with procurement processes, including the preparation of purchase requests, vendor negotiations, and contract management.

Policy and Procedure Development

Policy Review: Reviewing and analyzing existing policies and procedures to ensure they are effective and aligned with embassy goals and objectives.
Procedure Improvement: Recommending and implementing improvements to administrative procedures, enhancing efficiency and reducing operational costs.
Compliance Monitoring: Ensuring compliance with U.S. government regulations and embassy policies, conducting regular audits and assessments.

Human Resources Support

Staffing Analysis: Analyzing staffing needs and workforce utilization, providing recommendations for optimal staff deployment.
Training Coordination: Assisting in the development and coordination of training programs for embassy staff, ensuring they have the necessary skills and knowledge.
Performance Evaluation: Supporting the performance evaluation process by providing data and analysis to inform decision-making.

Communication and Coordination

Internal Communication: Facilitating effective communication within the Management Section and between other embassy sections, ensuring information flows smoothly.
Stakeholder Liaison: Acting as a liaison with external stakeholders, such as vendors, contractors, and local authorities, to support embassy operations.
Meeting Coordination: Organizing and coordinating meetings, including preparing agendas, taking minutes, and following up on action items.

Technology and Systems Management

IT Support: Providing support for the implementation and maintenance of management information systems, ensuring they meet the needs of the embassy.
Systems Analysis: Analyzing the effectiveness of current systems and recommending upgrades or new technologies to enhance operational efficiency.
Database Management: Managing databases and information systems, ensuring data accuracy and security.

Special Projects and Initiatives

Project Management: Leading or supporting special projects aimed at improving embassy operations, such as process reengineering or new program implementation.
Innovation Initiatives: Identifying and promoting innovative practices and technologies that can enhance embassy efficiency and effectiveness.
Ad Hoc Tasks: Performing other duties as assigned, including providing support for emergency situations and high-priority initiatives.

Qualification, Experiences and Competencies

Education Requirements: The applicants for the United States US Embassy EFM – Management Analyst (Administrative Assistant) job should have completion two years of college studies. Required.
Experience: Three years of administrative or clerical working experience in project coordination/project management is required.
Job Knowledge: Must be able to demonstrate the ability to quickly acquire knowledge and understanding of not only the Management Office’s role in the Embassy, but the Management Office’s functional relationship with the Mission’s other sections and agencies.
Skills and Abilities: Must possess excellent interpersonal and communication skills. Must have excellent writing, proofreading and editing skills. Must be able to effectively use computer software (Microsoft Office and Microsoft Project or similar software) and the Internet. Must be able to manage multiple tasks with a high degree of accuracy and attention-to-detail, cope with various personalities in addressing competing requests, keep tight deadlines, function in a stressful environment, and manage large numbers of people.
Ability to obtain Top Secret Clearance.